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Document Libraries in WSS

  Asked By: Jayshree    Date: Feb 20    Category: Sharepoint    Views: 886

I've got a stack of PDFs and other technical documents that I am
planning to upload into a WSS library. I want this so that we can use
the WSS search capabilities to allow us to find relevant information
quickly and easily. I'm going through the thought process as to a few
different scenarios and would like some thoughts on the best scenario
and why...

1. Upload all documents into a single document library and leave
it at that

2. As #1 but also set things so that I tag each PDF with meta data
for the source, date published etc.

3. As #1 but place the different documents into different
subfolders based on their type, ie Product Manuals, Magazines, Books,
Tech notes etc

4. Create multiple document libraries based on the content and let
search handle the rest?

I can see that there are many options here and I'm keen for some
experienced best practices on what you would do and why. Thank in
advance for any responses I get on this. I plan to blog about the
questions and the answers once I'm done so that others may learn too.



2 Answers Found

Answer #1    Answered By: Mansi Revenkar     Answered On: Feb 20

We have achieved something similar in MOSS, but have used Content Types to
define the document  type. This way, we can define different behaviors
(workflows etc) based  on each type  if needed.

Most importantly, it has allowed us to create  a scope which searches only these
documents and not aspx pages, people and anything else that is being indexed.

We did use multiple  document libraries, but this was only so that we can keep
the contributors separate.

I'm not sure whether all this is possible in WSS, but it should give you a good
idea of what can be done.

Answer #2    Answered By: Lizette Mcconnell     Answered On: Feb 20

We used a combination of document  libraries and metadata to complete a similar
task. The document libraries  group high level categories together. then, we
created views based  on metadata. If you have to manually input metadata for lots
of documents  at once, the best way is to use the "edit in datasheet" action. You
can copy and paste cells for numerous docs at once, instead of manually
inserting metadata a single  instance at a time. create  groups in your views that
allow them to roll up. It will eliminate the need for subfolders.

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